Kappa Alpha Psi Fraternity Incorporated Southwestern Province Keeper

Kappa Alpha Psi Fraternity, Incorporated Southwestern Province Keeper of Records Report Mark A. Gallashaw, Sr. SWP Keeper of Records 104 Years and Building…The Journey Continues

Kappa Alpha Psi Fraternity, Incorporated Southwestern Province What’s Going on in the Southwestern Province • Brothers, the Southwestern Province leads Kappa Alpha Psi with using technology advances. • Our e-Certification Program was a success in making our certification process almost paperless. • Then we implemented e-Credentials Program. There were some mixed signals when we sent out the credential forms, but the e-Certification is working, I got a lot of submissions. We need to continue using these methods to get things done better and faster. I want to thank “Brother Ryan Gilner” for implementing and for making sure these programs are on the province website for us to use. 104 Years and Building…The Journey Continues

Kappa Alpha Psi Fraternity, Incorporated Southwestern Province Keeper of Records Reference Checklist 1 Grand Board Directory 11 Schedule of Graduates Form 2 Southwestern Province Polemarch Directory 12 Chapter Invisible Form 3 Chapter Directory 13 Chapter Reinstatement Policy 4 National Chapter Advisors’ Committee List 14 Chapter Evaluation Form 5 Code of Conduct 15 Statement of Collaboration Form 6 Chapter Certification Criteria Form 16 Personal Liability, Responsibility & Compliance 7 Undergraduate and/or Alumni Officers Report 17 Chapter Tax Schedule A & B Form-Keeper of Records 8 Bible 18 Award Petitions and Instructions 9 Rituals (not copies but bounded books) 19 Executive Director’s Bulletin 10 Officers insignia 20 Kappa Alpha Psi Fraternity, Inc. Journal 104 Years and Building…The Journey Continues

Kappa Alpha Psi Fraternity, Incorporated Southwestern Province Keeper of Records Reference Checklist (Continue) 21 Kappa Insurance Plan-Chapter and Province 25 Grand Conclave Chapter Voting Credential Form (conclave year) 22 Province Registration Form 26 Membership Orientation Intake Program (Workbook) Manual 23 CRWLC Registration Form 27 Membership Orientation Manual 24 Grand Chapter Registration Form (Conclave year) 104 Years and Building…The Journey Continues

Kappa Alpha Psi Fraternity, Incorporated Southwestern Province Types of Reports and Items Required for Effective Chapter Management TYPE OF REPORT/ITEM DUE DATE WHO TO SEND TO Election of Officers (Undergrad) March 1 IHQ Election of Officers (Alumni) May 30 IHQ October 31 IHQ June 30 IHQ March 30 IHQ Annually (1 October) IHQ National Membership Dues October 1 IHQ Provincial Membership Dues October 1 SWP KOE Province Certification Deadline SWP KOE Officers Report (Undergrad) Officers Report (Alumni) Chapter Membership Report Tax Report (IRS Form 990 N) Long or e-Post Card Province Chapter Dues 104 Years and Building…The Journey Continues

Kappa Alpha Psi Fraternity, Incorporated Southwestern Province Types of Reports and Items Required for Effective Chapter Management TYPE OF REPORT/ITEM DUE DATE WHO TO SEND TO Per Semester Retained by Chapter KOR Per month Retained by Chapter KOR Every 2 years IHQ Provincial Delegate Registration Fee Annually March/April SWP KOE CRWLC Delegate Registration Fee Annually September SWP KOE Regular Formal Meeting (Undergrad) Regular Formal Meeting (Alumni) Grand Chapter Delegate Registration Fee 104 Years and Building…The Journey Continues

Kappa Alpha Psi Fraternity, Incorporated Southwestern Province Instruction for completing the credentials 597 -C Lake Charles (LA) Alumni Each Chapter has a unique ID Number given to it by IHQ. Southwestern That ID should go in front of the Chapter Name: 104 Years and Building…The Journey Continues

Kappa Alpha Psi Fraternity, Incorporated Southwestern Province Instruction for completing the credentials Pay close attention to the requirements, Do not assign number of votes to the delegates. 104 Years and Building…The Journey Continues

Kappa Alpha Psi Fraternity, Incorporated Southwestern Province Instruction for completing the credentials All individuals named as delegates including Alternates on the Credentials must be preregistered before the credentials are submitted. 597 -C Lake Charles (LA) Alumni Southwestern 02/02/2015 20050889 Mark A. Gallashaw, Sr. If any members assigned on the credentials is not pre-registered at the time the credentials is submitted to IHQ, the credentials will be rejected and returned to the province for correction. The Chapter Polemarch and Keeper of Records must print their names and sign the credentials. If an Undergrad Chapter, the advisor must also sign the credentials. 104 Years and Building…The Journey Continues

Kappa Alpha Psi Fraternity, Incorporated Southwestern Province Instruction for completing the credentials 597 -C Lake Charles (LA) Alumni 02/02/2015 If the chapter submits the form with a proxy assigned. No names will be put in the “List Delegates” Section or the “List Alternates” Section of the credentials. The Chapter Polemarch and Keeper of Records must print their names and sign the credentials. If an Undergrad Chapter, the advisor must also sign the credentials. Southwestern 20050889 Mark A. Gallashaw, Sr. 104 Years and Building…The Journey Continues

Kappa Alpha Psi Fraternity, Incorporated Southwestern Province Instruction for completing the credentials Check all appropriate boxes that apply and Upload to the Province Website. 104 Years and Building…The Journey Continues

Kappa Alpha Psi Fraternity, Incorporated Southwestern Province Chapter Tax Exempt ID Applications Brothers, if your chapters has submitted their application for reinstatement and you need to keep the Province informed of the status of your application. If you have not submitted your chapters application to the IRS, you need to get with me to get the application and submit it ASAP to the IRS with a check or money order for the amount of $100. 00 If you need help filling out the forms, please contact me for help. 104 Years and Building…The Journey Continues

Kappa Alpha Psi Fraternity, Incorporated Southwestern Province Brothers, if you need my assistance, here’s how to reach me. My Contact information is: Mark A. Gallashaw 1707 Charlotte Drive De. Ridder, LA 70634 337 -348 -9059 markgallashawswpkor@gmail. com 104 Years and Building…The Journey Continues